Student transfer grades are the historical grades from transcripts received from previous schools or districts. If you want these grades to display on your district transcripts you will need to follow the steps below to enter transfer grades.
Where to Start
1. Click on Grades.
2. Under Editing, select Student Transfer Grades.
3. Use the Student Search to find the student you wish to edit transfer grades for.
4. Once on the Transfer Grades screen, to add a new grade, select Add Grade +.
To further edit any transfer grades, select the pencil/paper icon, to delete select the red trash can icon.
Transfer Grade Entry
1. Choose the district the student grade came from. If the district doesn’t exist in drop down, click the + icon to add it.
2. Choose a site to associate the transfer grade to, usually site of current enrollment. If the School doesn’t exist in drop down, click the + icon to add it.
3. Academic Year- The year the student received the grade.
4. Grade Level- Grade level of the student the year they received the transfer grade.
5. Term-Term the student received the grade to be stored.
6. Transfer course- This is the course ID and name of the course from the site the grade came from (X District and Y school above). If the course ID/name doesn’t exist in drop down, click the + icon to add it.
7. District course- Choose an equivalent from your internal course catalog; it might not match the transfer course but it should be closely related.
8. Grade- The grade the student earned for the course.
9. Credits- Course credits earned.
10. Credits attempted-Course credits attempted.
11. Save (Or Add another grade) - At the bottom of the grade entry screen you will see the option to Save, Add another grade or Cancel. The Save option will only save the single transfer grade you entered. The Add another grade option will save the transfer grade you just entered and allow you to enter another without leaving the screen. The Cancel option will cancel out any data you entered and close the screen without saving.
Additional options:
Repeat Grade: Is this grade a repeat? If not sure, please leave defaulted to blank/unchecked.
Grant Credit Override is used very rarely. Example scenario - a student attempted 5 credits for course Alg 9 in 2011 of S1, attempted 5 credits for Alg 9 in 2011 of S2. The student takes Alg 9 again in 2013 of S1 and is attempting 5 credits. Assuming the max credit for the course Alg 9 is set to 10 (meaning that anything beyond 10 should trigger repeats), if the 5 credits in 2013 of S1 are flagged as Grant Credit Override, this 5 credit doesn't get triggered into the repeat logic.
Comments- This is a comment that the person inputting the grade can leave. When adding a transfer grade, this is not required. However, once the transfer grade has been added, any modification to this record requires that they enter a comment. It IS NOT a comment that will appear on the transcript. This is for internal purposes to track user input, should someone modify grades and they must leave a reason (ie. Grade was entered by accident as a “B” when it should have been an “A”).
When all transfer grades are saved, you will be returned to the students transfer grade screen, which will look similar to this.
Next Steps
For more information on Transcripts and Grades, see the lessons in the manual 'Transcipts/GPA for Office Staff' or 'Transcripts/GPA for Admin'.
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